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IN THE MEANTIME…. INTERIM SOLUTIONS TO AUTOMATED DATA CAPTURE IN THE MEANTIME…. INTERIM SOLUTIONS TO AUTOMATED DATA CAPTURE

Nancy Cole, BS, CTR Non-Hospital Reporting Coordinator Missouri Cancer Registry Nancy Cole, BS, CTR Non-Hospital Reporting Coordinator Missouri Cancer Registry

THANKS TO SUE VEST, CTR, MCR PROJECT MANAGER JEANNETTE JACKSON-THOMPSON, MSPH, Ph. D OPERATIONS THANKS TO SUE VEST, CTR, MCR PROJECT MANAGER JEANNETTE JACKSON-THOMPSON, MSPH, Ph. D OPERATIONS DIRECTOR DEB SMITH, CTR, QA COORDINATOR CHETAN WASEKAR, MD RASHMI KALGI, DDS

This project was supported in part by a cooperative agreement (#U 55/CCU 721904 -03) This project was supported in part by a cooperative agreement (#U 55/CCU 721904 -03) between the Centers for Disease Control and Prevention (CDC) and the Missouri Department of Health and Senior Services (DHSS) and a Surveillance Contract between DHSS and the University of Missouri.

n “The need to get paper-based forms into a computer-usable format is greater than n “The need to get paper-based forms into a computer-usable format is greater than ever. ” Mark Hayes, www. edocmagazine. com January/February 2001

n n n 83% of all documents are forms $6 billion spent annually on n n n 83% of all documents are forms $6 billion spent annually on paper forms As much as $360 billion spent processing them Source: AIMM - The Association for Information and Image Management

DATA CAPTURE n Data capture means obtaining data for a computer n n n DATA CAPTURE n Data capture means obtaining data for a computer n n n Collecting documents to be typed or scanned in Turning images into editable/searchable text Not the same as document capture n Imaging or photocopying

Automated Data Capture n Census Bureau – In 2000, implemented a data capture & Automated Data Capture n Census Bureau – In 2000, implemented a data capture & management system. n Processed more than 154 million documents in less than 170 days, with a >98% accuracy

Automated Data Capture n Automated data capture means obtaining data directly by an input Automated Data Capture n Automated data capture means obtaining data directly by an input device without using a keyboard. n Bar code readers n Scanning pictures n Using document readers (OMR, MICR, OCR)

Types of document readers n n n Optical Character Recognition (OCR): reads text & Types of document readers n n n Optical Character Recognition (OCR): reads text & software recognizes the letters from their shapes Intelligent Character Recognition (ICR): Good for capturing handwritten data Magnetic Ink Character Recognition (MICR)/Optical Mark Reader (OMR): checks or standardized tests

Data Capture Forms n Data capture forms are designed to have computer input data Data Capture Forms n Data capture forms are designed to have computer input data written on them. n Data is standardized n Form designer & Adobe n PDF

Database n n n Created during form development Data - exported to preformatted database Database n n n Created during form development Data - exported to preformatted database (NAACCR 10) Stored on hard drive n n Can be networked Exported n Data exported to database when verification completed

Other Features n n Can scan supporting documents along with form. Will be bundled Other Features n n Can scan supporting documents along with form. Will be bundled as one document. Default confidence settings

Phases of Data Capture n Scanning & Importing n n Recognition n n (scanner) Phases of Data Capture n Scanning & Importing n n Recognition n n (scanner) (reader) Verification n (verifier)

How it works Incoming Faxed forms Form ID Form Images Fax Modem designer Form How it works Incoming Faxed forms Form ID Form Images Fax Modem designer Form recognition Fo rm Da ta OR Form Scanner reader Digitized form data [uncorrected] MO-CRIS database [Oracle] Edits Local database MS-Access verifier Digitized form data [corrected]

Kansas Central Registry n n Storage of non-hospital documentation Document management “Digital Document Management: Kansas Central Registry n n Storage of non-hospital documentation Document management “Digital Document Management: There is Far More to It Than Meets the Eye” Sue-Min Lai, Ph. D. , MS, MBA Journal of Registry Management • 2003 • Volume 30 • Number 4

Kansas Central Registry n n n Scan Index by Facility #, Date of Diagnosis, Kansas Central Registry n n n Scan Index by Facility #, Date of Diagnosis, Document Type Saved in database accessible by staff

Benefits n n Enhances data quality due to reduced data entry errors Reduces personnel Benefits n n Enhances data quality due to reduced data entry errors Reduces personnel necessary for data entry n n Hospitals like the PDF forms n n n 1, 800 abstracts from manual hospitals Prefer typing to writing Drop-down boxes helpful Good scalability – different forms – all being handled by the same process

Issues n n n Handwritten text hard to recognize Data quality review by non-CTR Issues n n n Handwritten text hard to recognize Data quality review by non-CTR is clerical only Difficulties with lost/missing forms submitted via internal fax IT Support Unused capabilities n n Can we use it like KCR? Expense

Look before you leap! n n How accurate are paper forms processing systems? How Look before you leap! n n How accurate are paper forms processing systems? How easy are electronic forms to design & use? How much does it cost to implement these capture solutions & what is the payback? How much have the systems improved since you last looked at then?

Can you really use this? n n n What are your needs? What are Can you really use this? n n n What are your needs? What are your goals? What are your considerations for: n n n Turnaround time Accuracy Price Volume Speed

MCR n Hardware n n n Dedicated server Scan station Fax modem Work station MCR n Hardware n n n Dedicated server Scan station Fax modem Work station Software n n n Cardiff Teleform Suite (now Verity, Inc. ) Phonetools Adobe Professional Version 6. 0

Nancy Cole, BS, CTR Missouri Cancer Registry PO box 718 Columbia, MO 65205 1 Nancy Cole, BS, CTR Missouri Cancer Registry PO box 718 Columbia, MO 65205 1 -800 -392 -2829 Colen@health. missouri. edu *Chetan Wasekar, MD cjw 5 f 5@mizzou. edu

http: //mcr. umh. edu http: //mcr. umh. edu